Bids and Contracts Coordinator
Company: WorldStrides
Location: Charlottesville
Posted on: May 3, 2024
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Job Description:
Company IntroductionWorldStrides is the global leader in
educational travel and experiential learning. The company was
founded in 1967 to provide middle school travel programs to
Washington, D.C., and has grown to provide a wide range of programs
for more than half a million students annually to over 100
countries around the world. WorldStrides offers experiential
learning programs in educational travel, performing arts, language
immersion, career exploration, service-learning, study abroad, and
sports. Each of these experiences helps students to see beyond the
classroom and to see the world - and themselves - in new ways.
Job Description The Order and Contract Management role is part of
the Sales Operations group at WorldStrides, and is a high value
role as it is on the leading edge of change for how schools and
districts approach doing business with educational travel
providers. Order and Contract Management goes beyond filling out
forms. This Enterprise level role is proactive and supports
WorldStrides K12 Group business (with limited support to Higher Ed)
and will manage all activity and promotion of Bids and Contracts
for greater opportunity, growth, and success at WorldStrides.
The individual selected for this role will have daily interaction
with our sales and account management teams with support from our
legal experts as well as customer facing activities. You will help
design the processes and infrastructure to ensure accuracy,
completeness, and expediency. This includes proactively seeking
opportunities, managing, and submitting responses for Request for
Proposals (RFPs), Request for Quotes (RFQs), Invitation for Bids
(IFBs), Vendor List applications, Renewals and other requests that
come from various school districts. In addition, assisting with
presale activity to ensure sales are compliant with deals related
to Bid and Contract terms and conditions.
Responsibilities
Customer service first. Proactive and prompt follow-up.
Order and Contract Management
Proactively receive and seek out opportunities to win various Bids
and Contracts, and/or become an Approved Vendor, with schools and
school districts across the US. Both Public and Private
schools.
Respond to RFPs, RFQs, IFBs and Vendor Applications in a timely
manner, always before deadlines.
Ensure that all applications and documentation is submitted per
school or district guidelines.
As needed, provide documentation that requires expertise from
departments across WorldStrides to complete an RFP, or other
submission. Documentation should be sent in a timely manner with
the right expectation to receive it back completed. Must be willing
to follow-up to ensure all deadlines are met.
Maintain accurate and up-to-date documentation for all aspects of
job responsibilities.
Maintain data hygiene of Bids and Contracts in the CRM's.
Ask questions in a timely manner to move the processes forward.
Proactively communicate to revenue producing teams when new Bids
and Contracts are awarded and answer questions in a timely
manner.
Report on the success of Bids and Contracts usage and revenue
generation.
Ensure that we comply with the terms and conditions on sales
generated through Bids and Contracts awarded and utilized.
Manage multiple projects simultaneously and exhibit superior
organizational skills.
Capacity to work independently in a fast-paced environment.
Support company policies and management decisions with a sense of
urgency, professionalism, and discretion.
Seek out and participate in internal and external programs that
facilitate personal and professional growth.
Identify and discuss personal and professional growth goals with
supervisor.
Track days off; write and deliver self-performance appraisal on an
annual basis.
Very limited business travel required.
Work Perks
Fun & driven environment.
Excellent medical, dental, and vision coverage, life, accidental
death and dismemberment, accident, critical illness, and disability
insurance, FSA healthcare, FSA dependent care, HAS with employer
contribution, and generous 401k match.
10 paid floating corporate holidays, 1 paid volunteer day & 25 PTO
days to start - accrue up to 28 over 3 years, 4 mental health days,
and 5 bereavement days.
Tuition reimbursement up to five thousand, two hundred fifty
dollars annually or one thousand dollars towards professional
certification annually.
Opportunities for paid and discounted travel.
Flexible work schedule providing on-site, remote, and virtual
office opportunities.
Encouraged participation in our Employee Resource Groups and
Diversity, Equity, & Inclusion council.
Fitness Center and cafe onsite at select locations.
Employee Assistance Program (EAP)
Paid Parental, Caregiver, and Disability leave.
Team Member Discount Program
WorldStrides, a global organization, is committed to educate and
serve communities worldwide. Our commitment is fueled by the
passion of our team members and partners to make experiential
learning accessible, while also being socially, environmentally,
and ethically responsible. Together, we accomplish this by
investing in initiatives to promote inclusion, diversity, and
sustainability.
As an Equal Opportunity Employer, WorldStrides` is committed to
building a diverse workforce, supported by an environment that
promotes inclusion and belonging. All qualified applicants will
receive consideration for employment without regard to race, color,
religion, age, sex, national origin, disability status, genetics,
protected veteran status, sexual orientation, gender identity or
expression, or any other characteristic protected by federal,
state, or local laws.
WorldStrides will only employ those who are legally authorized to
work in the United States. This is not a position for which
sponsorship will be provided. Individuals with temporary visas such
as E, F-1, H-1, H-2, L, B, J or TN, or who need sponsorship for
work authorization now or in the future, are not eligible for
hire.
Charlottesville, VA - Headquarters; Austin, Texas; Vienna, VA;
Houston, TX
Experience submitting and managing contracts. Government contracts
are a plus.
Must be proficient in MS Office Suite: Excel and Word.
Experience with Ironclad and DocuSign is a plus. Must be willing to
learn and become proficient in both apps if not already.
Basic skills in managing and completing online forms; Capable of
managing and submitting data through various intake apps provided
by schools' systems. Creating PDF files.
Experience with CRMs. Salesforce is a plus.
Strong organizational skills and attention to detail required.
Able to meet deadlines.
Basic administrative skills
Demonstrated ability to prioritize workflow, organize, and handle
many different projects simultaneously.
Requires excellent verbal and written communication skills as well
as phone skills.
Must be comfortable meeting with, presenting to, and supporting all
levels of staff internally and externally.
Must be comfortable on video communication.
Ability to extend time commitment when necessary.
Bachelor's degree in business administration is a plus.
Eligible
Keywords: WorldStrides, Charlottesville , Bids and Contracts Coordinator, Other , Charlottesville, Virginia
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